Workflows Nested Folders

In Stack, you can efficiently organize your workflows using nested folders. This feature helps improve communication and streamline your operations.

What Are Nested Folders?

Nested folders allow you to create a hierarchy within your workflows by placing folders inside other folders. This “tree” structure is more scalable and organized compared to a flat list of workflows. Let’s explore how to create and manage these folders effectively.

Creating and Managing Nested Folders

Step 1: Navigate to Workflows

Head over to the Workflows section in Stack.

Step 2: Create a New Folder

• Click the Create Folder button.
• Enter the name of your new folder.
• Click Save.

Step 3: Create a Nested Folder

• Open an existing folder by clicking on it.
• Click Create Folder within the open folder.
• Follow the same steps to name and save your nested folder.

Step 4: Moving Workflows or Folders

Option A: Using the Workflow List

• Locate the workflow or folder you wish to move.
• Click the three dots menu on the right.
• Select Move To Folder.

Option B: Using the Move Menu

• After selecting Move To Folder, a modal will appear.
• Navigate to your target folder, select it, and click Move Here.
• Alternatively, create a new folder using the New Folder button.

Step 5: Renaming a Workflow or Folder

Option A: Using the Workflow List

• Navigate to the folder you want to rename.
• Click the three dots menu and select Rename Folder.

Option B: Using the Rename Modal

• Enter the new name in the field provided and click Save.

Step 6: Deleting a Folder

• Click the three dots menu next to the folder.
• Select Delete Folder.
• Confirm by clicking Delete.

Note: Deleting a folder will not delete its contents. They will be moved up a level.

Permissions for Nested Folders

Proper permission management is crucial for organizing workflows within nested folders. Stack provides robust controls to ensure team members have the appropriate access.

Role-Based Access

• Admin users have full control, including creating, deleting, and moving folders.
• Sub-users may have restricted access based on their role.

Inherited Permissions

• Nested folders typically inherit permissions from their parent folder.
• Customize permissions at the individual folder level if necessary.

View-Only vs. Full Control

• Assign users view-only access for monitoring workflows without changes.
• Grant full control for creating and editing workflows.

Collaboration Considerations

• Ensure only authorized users have access to critical workflows.
• Shared permissions help prevent unauthorized modifications and accidental deletions.

Best Practices for Using Nested Folders

• Group Workflows by Purpose: Create top-level folders for categories like Marketing Campaigns or Client Projects. Use nested folders to further organize by campaign or phase.
• Limit Folder Depth: Avoid deep folder structures. Aim for a maximum of 2-3 levels.
• Set Permissions Strategically: Restrict access to sensitive workflows to key team members.
• Regularly Audit Folder Organization: Review and update folder structures periodically. Archive or delete unused workflows.
• Leverage Search and Filters: Use search and filter options to quickly locate specific workflows.

Frequently Asked Questions

Q: What happens if I delete a nested folder?
A: Deleting a folder will move all its contents up a level.

Q: Can I share specific folders with external users or clients?
A: Folder sharing is limited to internal users with appropriate permissions.

Q: Are there any limitations on how many folders I can create?
A: There is no fixed limit, but keeping the structure manageable is recommended for ease of access and maintenance.